Changes

With the drag-and-drop capability, the Data Entry Form Template Designer lets information managers select from all of the data elements available in the Data Inventory Manager and position them on a template. Information managers can create wholly new Data Entry Forms Form templates from or adjust Data Entry Forms Form templates that were provided in the installation package as inspiration using only the data elements that are valuable to their Mine Action Programme’s workflows.

* If necessary, it It is recommended to use another software (e.g. Word or iReport) to build the same forms for data collection with paper and penQuestionnaires. * The Data Entry Form templates are built to be filled in using {{IMSMANG}} and/or IMSMA Remote Entry. Using printed Data Entry Form templates to record data with pen in the field may impose limitations on the amount or extent of information collected.* Paper-based data collection forms (questionnaires) and {{IMSMANG}} Data Entry Form templates will have a different layout and elements. E.g. Country Structure information would need to be included on the questionnaires but will '''not''' be included on {{IMSMANG}} Data Entry Form templates since in {{IMSMANG}} that will be obtained by assigning to a Location.* Questionnaires are recommended to be translated to the language(s) that will be used during data collection and {{IMSMANG}} Data Entry Form templates are often mono- or bilingual.}}

[[Image:AdminGuide_ProcessForPreparingReportTemplate.png|center|600px800px|''Process for Preparing and Maintaining Data Entry Form Templates'']]

When a template is completed and ready to be used for data entry, information managers publish the template for use by data entry personnel. (Only published templates can be used for data entry.) Data entry personnel can choose the published template to enter data on, which, when approved in the system, the result is shown in [[Summary Window | Summary Windows]]. The Summary windows are also fully customisable using the [[Designing Summary Templates | Summary Manger]]. So, information managers can define not only the Data Entry Form templates but also the format the information is displayed in when the data is approved.

# use only data elements from one item per template, ; # if the data collection for different types of an item is very different then it is recommended to create more than one template for the item (e.g. Non Technical Survey and Completion Report), ; # include the ''big five'minimum' '' recommended data elements on all templates,: # Form ID,: # Item ID,: # Date of Information,: # Status of item (e.g. Open, Completed, Deceased/Alive), Status changed date and Status changed reason,: # Item Type (e.g. SHA, Completion Report, Demining Accident),# set important fields as required,;# add guidance, instructions and versioning page numbers to the templates.

===Create More Than One Template for Each Step of a Workflowan Item===__NOEDITSECTION__

[[Image:AdminGuide_IncludeRelevantInfoOnlyXXXAdminGuide_IncludeRelevantInfoOnly.png|center|500px|''Example of How to Prevent Data Entry Mistakes'']]

Information managers could also consider creating a minimal information ''administration'' template designed to update the type and/or status of each item when administrative changes to items may be required. For example, in a land release workflow, when a progress report (Activity) is submitted the linked Land should change status from ''Open '' to ''Worked On''. In most Mine Action Programmes the operator will not submit an updating Land nor will the Operations section of the NMAA issues a PM on that the status of the Land should be changed. It is considered as an IM administrative action to change the status of the land and therefore the information manager may find it useful to design an ''administrative'' Data Entry Form template with only a few fields for status updates (like the '''the big fiveminimum'''recommended), an information manager can hence ensure that all steps of a Land Release workflow are reflected properly and with minimal effort in the {{IMSMANG}} database.

===Include Standard the '''Minimum''' Recommended Data Elements on All all Templates===__NOEDITSECTION__Some As discussed above, some data elements should always appear on Data Entry Form templates to preserve data integrity , searchability and searchabilityreportability. These are considered to be the absolute minimum that should be included on all Data Entry Form templates. By standardising these increasing minimum required data elements, information managers ensure high data quality and that the elements at a minimum can data the Mine Action Programme consider to be used to find data within valuable are collected and stored in {{IMSMANG}}.

| align="center" colspan="2" | '''Standard Minimum Recommended Data Elements'''|-| width="200pt" | '''Data Element'''| width="400pt" | '''Rationale'''

| width="300pt" Form ID | '''(Data Entry) Form ID should be a unique identifier for each Data Entry Form which facilitates searching for and displaying Data Element'''| width="300pt" | '''Rationale'''Entry Forms in the Workbench

| align="left" Item ID | Date of Information || align="left" | A data element used in summary calculations Item ID should be a unique identifier for each item e.g. Land which clearly identifies the item and for also facilitates searching for Data Entry Forms by the date they were createdthem

| align="left" Date of Information | Form ID || align="left" | A local ID that provides a unique identifier Date of Information is used in the calculation / creation of the Summary and it stands for searching for and displaying how old is the information in the Data Entry Forms in Form (which may '''not''' be the same as the date reported to the NMAA nor the Workbenchsame date as entered into {{IMSMANG}})

| align="left" Status, Status changed Date & Status changed reason| Item ID (for example, These three facilitates reporting on e.g. how many Land ID) || align="left" | A local ID that provides a unique identifier for searching for were closed in year X and displaying Data Entry Form items in listsreason they became closed

| align="left" Type of item| Geographical Reference || align="left" | A table for adding geospatial information about Data Entry Form items for displaying the items Facilitates also reporting on the mape.g. how many SHA and CHA there is.

{{Note | ''Date of Information'' and ''Form ID'' are vital for the function of {{IMSMANG}} and should always be filled in. The easiest way to ensure that is to included them as '''required''' fields in all Date Entry Form templates.}} The table below lists other useful data elements to include on data entry forms. Most of the data elements are predefined in the Data Inventory Manager.

{| class="wikitable" width="650600"|-| align="center" colspan="2" | '''Other Useful Data Elements'''|-| width="200pt" | '''Data Element''' | width="400pt" | '''Rationale/Example'''|-| Area size| How big is the contamination? How much is cleared with which method/asset?

| align="center" colspan="4" Date| '''Other Useful Data Elements'''Date of Accident, Start Date & End Date of Activities

| width="125pt" | '''Item''' | width="200pt" | '''Data Element'''| width="125pt" | '''Item'''Geographical Reference| width="200pt" | '''Data Element'''Without any geospatial information about an item, it is difficult to plan actions and impossible to display the items on a map

| align="left" | Land || align="left" | Land Classification,OrdnanceStatus,Area Size,Priority | align="left" | Victim || align="left" | First Name,Last Name,Gender,Age,Date of Birth,Killed/Injured,Victim TypeWhich asset to use? Which IHL to report to?

| align="left" | Activity || align="left" | Name,Start Date,End Date,Type of Activity,Organisation,Status,Hours Spent,Size of Area| align="left" | Education/Education Detail|| align="left" | Start Date,End Date,Organisation,Education ID,Education Type(Education Detail), % Male(Education Detail), % Female(Education Detail),Audience(Education Detail),Audience Age Info(Education Detail)It gives higher credibility to information if it is known which organization reported it and it also makes it possible to follow up and produce output per organization.

| align="left" | Accident |Sex and Age Disaggregated Data (SADD)| align="left" | Date The needs of Accident,Accident Type| align="left" | QM || align="left" | Start Date,End Date,Organisation,ResultsVictims are quite different depending on sex and age. The Education message and he needs/priorities for beneficiaries are also depending on sex and age.

* Correcting misspellings “Anml” to “Animal”* Translating terms “Mines to “Minas”Make labels bilingual “Minas / Mines“

===Remove Unnecessary Elements from Data Entry Form Templates===__NOEDITSECTION__By removing unnecessary or invalid choices from forms, information managers can improve the quality of data collected and entered into {{IMSMANG}}. For example, if a form is designed to be a Minefield form, then there is no need to keep other possible values for the “Land Classification ” that are not “Minefield.” In this case, values such as “SHA” and “Other” can be removed from the form, leaving “Minefield” as the only possible choice. This helps improve data quality while reducing the size and complexity of data entry forms. ===Use the Text Tool for Instructions and VersioningPage number===__NOEDITSECTION__Using the Text Tool in the Data Entry Form Template Designer, information managers can add text to data entry forms independently of other data elements. This allows information managers to add additional instructions to Data Entry Form templates to help improve the quality of data entry. These instructions can include simple statements such as “Choose only one” or longer sentences such as e.g. “If the reported date occurs accident happened before January 2010, enter the following...” The Data Entry Form Template Designer even supports paragraphs or lists of instructions as needed. Additionally, information managers should include versioning information on Data Entry Form templates. By creating a simple versioning system and displaying the version number on the template (as shown below), it is easy to determine whether information is being entered on the current version of the template or a previous version.

[[Image:AdminGuide_VersionNumberFieldReportTemplateInstructions DEF.png|center|500px|''Example of a Version Number on a Data Entry Form TemplateInstructions'']]

''Example of a Version Number on a Data Entry Form TemplateInstructions''

===Do Not Duplicate Possible to Use the same Data Elements Element Twice in the Same a Template===__NOEDITSECTION__{{IMSMAngIMSMANG}} does not allow you to drag the same element to a template twice. For example, if the template you are designing already includes the ''Type of Accident'', you cannot add it again to the template.

[[Image:AddingSameElementTwiceAddingSameElementTwiceAlternateMessage.png|center|500px600px|''Adding the Same Element Twice'']]

==Template Publishing==__NOEDITSECTION__[[Image:AddingSameElementTwiceAlternateMessagePublish template version number.png|center|500px|''Adding the Same Element Twice''300px]]<div align="center">''Adding When the Data Entry Form templates are designed, information managers publish them for use. The publication process includes choosing an organisation that the template belongs to and providing a version number. It is good practice to include more in the version number than template version. In the Same Element Twice''above image there are three parts:</div> # {{IMSMANG}} version it is designed with and for# date it is published# version of the template itself.

==Template Publishing==__NOEDITSECTION__When the Data Entry Form templates are designed, information managers can publish them for use. The publication process includes choosing an organisation that the template belongs to and providing a version number. When an individual template is designed to support the needs of a specific organisation, information managers can select the organisation as the owner of the template. For example, if organisation XYZ uses a specific template to collect information, the template can be assigned to XYZ when it is published. Another reason for making organization specific templates is to include the logotype of the organization in the page header. Note that setting the owner of the template does not restrict data entry personnel from using the template. The template that is published and assigned to XYZ is accessible to all {{IMSMANG}} users, not just XYZ personnel. Also, if If a template is for general use or not designed to support a specific organisation, the owner of the template can be set to “IMSMA” or any other organisation created in {{IMSMANG}}the NMAA.

To ensure the most recent and useful templates are available for data entry, information managers should periodically review the status of the published templates and deactivate or delete any draft templates no longer needed. If a template has already been used to enter data into {{IMSMANG}}, the template cannot be deleted from the system. But, information managers can deactivate the template so it cannot be used for data entry. It is possible to [[Switch Templates that have not already been used can be deleted| switch]] templates later if deemed necessary.

[[Image:AdminGuide_MultilingualFieldReportTemplate.png|center|500px600px|''Example of a Multilingual Data Entry Form Template'']]

{{Note| Remember that socio-economic data such as number of beneficiaries needs to be kept up-to-date if the data should be useful for prioritisation and/or impact analysis.}} {{NavBox IMSMA NG Administration}} [[Category:ELRNAA]]